2/25/2009

The reports included in the Annual Statistics Package have been designed by CARLI staff and committees to provide basic data to meet many of the reporting needs of the I-Share libraries.  This document describes the reports in the statistics package and provides suggestions about how to use and interpret them.

Contents

1. General Information about the Annual Statistics Package
2. Description of the reports in the Annual Statistics Package
   2a. Collection Analysis
   2b. Circulation Activity
   2c. Universal Borrowing Circulation: Where the Item and Patron are from Different Libraries
   2d. Acquisitions & Serials
3. Tips on Using These Reports to Fill out Surveys from External Agencies
   3a. Tips for the ILLINET Interlibrary Loan Traffic Form
   3b. Tips for the Form Used by ACRL, ARL, and LRC
   3c. Tips for the ARL Supplementary Statistics
   3d. Tips for the Form Used by ALS, IES, IPEDS, and NCES

1. General Information about the Annual Statistics Package

CARLI staff run most of these statistics on July 1 for all I-Share libraries.  If your library has informed CARLI that your fiscal year begins on a date other than July 1, then you also receive statistics aligned with your fiscal year.  A few of the reports are run more frequently,  as noted below in the descriptions of the reports.

When the statistics are run by CARLI staff, they are deposited in a file in the ftp account belonging to your library.  The name of the file is given in the description of each statistic below.  The I-Share Liaison at your library has access to the ftp account; perhaps other library staff do as well.  Remember that files are deleted from the ftp directory after 60 days.  Each I-Share library should make sure that someone fetches and retains the files so that you have them when you need them.

Most of these statistics are also available as Microsoft Access queries (the exceptions are some of the UB statistics.)  The only bad thing about the Access queries is that some of them take a long time to run.  However, they have some advantages.  The formatting of the Access queries is usually more pleasing than the reports that are run automatically by CARLI.   For the circulation and acquisitions queries, running them in Access lets you run them for other time periods (monthly?  quarterly?) than you get automatically from CARLI.   For the collection queries, you can run them to get a snapshot of your collection at times other than July 1.  

The Annual Statistics Package has been developed over many years by CARLI staff and committees.  Most recently, in the winter of 2008-2009, the Reports and Statistics Task Force reviewed and made additions to the package.  This Task Force looked particularly at the reports that libraries need to provide to various state and national agencies.  They wrote the tips on using the Annual Statistics Package to fill out external reports, as found in section 3 of this document.

The Annual Statistics Package is but the tip of the iceberg in the world of I-Share statistics.

• There are statistics available through the Voyager Reporter client. These are documented in the Voyager Reporter Users Guide at http://www.carli.illinois.edu/mem-prod/I-Share/vendor-docs.html
• Ex Libris distributes a set of "prepackaged" queries that are bundled in a Microsoft Access database. These, too, are documented in the Voyager Reporter Users Guide at http://www.carli.illinois.edu/mem-prod/I-Share/vendor-docs.html
• There are many more Access queries listed on CARLI's Shared SQL pages at http://www.carli.illinois.edu/mem-prod/I-Share/secure/sql.html Among them are corrected versions of some of the prepackaged queries.
• From time to time, CARLI staff fold all of the shared SQL queries into the Access reporting environment along with the prepackaged queries, so that they are very easy to use. But there are usually more queries on the Shared SQL pages than you will find in your Access database, and sometimes the version on the Shared SQL pages is more current.
• As you develop skill with Microsoft Access and the Voyager data, you can use Access to write queries to meet your own needs.
• The I-Share Liaison and Director at your library can ask CARLI staff to write reports to meet your special needs.

So, if you cannot find what you need, ask for help by emailing support@carli.illinois.edu.

2. Description of the Reports in the Annual Statistics Package

2a. Collection Analysis

Note: The Collection Analysis statistics are a snapshot of your collection at the time the statistic was created.  

Collection Stat 1. Comprehensive Item Count by Bib Format and Item Location
This report counts all items in your collection by bib format (the record type and bib level from the bib record fixed fields) and item permanent location.  The bib format is translated where possible (e.g. am=Book )  For the item permanent location, both the location code and the location name are given.  
File name: coll_stat_1_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 2. MFHDs Without Items
This report counts all MFHDS in your collection, where the MFHDs have no items attached, by bib format (the record type and bib level from the bib record fixed fields) and the MFHD location. The bib format is translated where possible (e.g. am=Book )  For the MFHD location, both the location code and the location name are given.  This report might tip you off that there are item records missing from your catalog.  If you are interested in MFHDs created this year without items, see Collection Stat 4.
File name: coll_stat_2_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 3. Fiscal Year: Items Added
This report counts items that have been added to your collection during a specified period. The counts are broken down by permanent location and Voyager item type. This might be useful for: accreditation, or collection development. The Access version of this report is formatted as a table; you might prefer this format to the list-style format that you receive in your ftp directory. Fields in the final report: item permanent location, Voyager item type, and the number of items added during the specified period.
File name: coll_stat_3_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 4. Fiscal Year: MFHDs without Items Added
This report counts MFHDs added to your collection this year, where the MFHD has no items attached, by bib format (the record type and bib level from the bib record fixed fields) and MFHD location. The bib format is translated where possible (e.g. am=Book )  For the MFHD location, both the location code and the location name are given.  This report might tip you off that there are item records missing from your catalog.  If you want counts of all such MFHDs, regardless of when they were created, see Collection Stat 2.
File name: coll_stat_4_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 5. Comprehensive Item Count by Item Type
This report counts all items in your collection by item type and item permanent location.   The item type is given as both the item type code and the item type display name.  For the item permanent location, both the location code and the location name are given.  
File name: coll_stat_5_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 6. Comprehensive Bibliographic Record Count
This report counts bibs by bib format (the record type and bib level from the bib record fixed fields).
File name: coll_stat_6_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Collection Stat 7. Bibliographic Record Count by Language
This report counts bibs by language.   The language code from the fixed fields is used, not the codes from the 041 field.  A list of the language codes is available at http://www.loc.gov/marc/languages/
File name: coll_stat_7_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Note: Collection Stats 8 and 9 are run for all I-Share libraries at once and posted on the CARLI web site.  They are not distributed in the ftp accounts.

Collection Stat 8. Database Record Count
This report counts the total number of bibs, MFHDs, and items in your collection. This report will generate a single table for all libraries and it will be posted on the CARLI web site at:
http://www.carli.illinois.edu/I-Share/network.html

Collection Stat 9. Unique Titles Count
This report counts the total number of bibs that are held by only one I-Share member library, broken out by the holding library. This report will generate a single table for all libraries and it will be posted on the CARLI web site at: http://www.carli.illinois.edu/I-Share/network.html

Note: If you are interested in collection development statistics, look at UB Stat 3 below.

Collection Stat 10: Items Lost Missing or Withdrawn
This report counts the items that received a status of Lost-Library Applied, Missing or Withdrawn and still have that status.  
File name: coll_stat_10_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

2b. Circulation Activity

Circulation Stat 1. Circulation by Item Location
This report counts items charged and renewed by item permanent location during a specified period. For the item permanent location, both the location code and the location name are given.  If there were items that circulated in the past year but have since been deleted, they will be listed in a pseudo location called "Deleted Item".  Charges by patrons of other I-Share libraries are included.  This report useful for identifying the busiest parts of your collection. The Access version of this report is formatted as a table with columns for charges and renewals. This might be preferable to the list-style format that you receive in your ftp directory.
File name: circ_stat_1_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 2. Circulation by Happening Location
This report counts charges, discharges, and renewals by circ happening location during a specified period. The circ happening location is identified by both location code and the location name.  
This report is useful for identifying the busiest circ desks.  If your items were charged or discharged by another I-Share library, those transactions are not counted here; use Circulation Stat 5 if you want to include those transactions.  For renew transactions done in Web Voyage since July 2006, the location is the item's location, not the circ happening location.  The Access version of this report is formatted as a table with columns for charges, discharges, and renewals. This might be preferable to the list-style format that you receive in your ftp directory.
File name: circ_stat_2_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 3. Circulation by Patron Group/Home Library
This report counts the charges and renewals done during a specified period, by patron group and patron's home library. For your own patrons this is useful for circulation demographics.  The Access version of this report is formatted as a table with columns for charges and renewals. This might be preferable to the list-style format that you receive in your ftp directory.
File name: circ_stat_3_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 4. Serial Circulation
This report counts charges (but not renewals) of items attached to serials, listing the serial title, main entry, and ISSN along with the count. It includes charges by patrons of other libraries.  The query identifies serials by looking for record type = 'a' and bib level = 's' in the bib record. This is useful for identifying the most and least used serial subscriptions.
File name: circ_stat_4_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 5. Comprehensive Circulation by Happening Location
This report tallies all circulation transactions (Charges, Renewals, Discharges, UB Route Ins, and Fines)  by circ happening location. Local and UB transactions are both included; if you want only your local activity, use Circulation Stat 2.  If the circ happening location shows as "off-site", the transaction was either done at the circ desk of another I-Share library or (for renewals) in Web Voyage.  The count of discharges reflects real discharges; discharges done to "route in" UB items are counted separately. The count of UB Route Ins may be a bit low. Items are sometimes routed from Library A to Library B by way of Library C. The discharge that Library C does in this case is not included in the count of UB Route Ins; only the discharge at the item's destination is counted. The Access version of this report is formatted as a table with columns for charges, discharges, fines collected or waived, UB Route Ins and renewals. This might be preferable to the list-style format that you receive in your ftp directory.
File name: circ_stat_5_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 6: Circulation by Patron Group and Item Type
This report counts charges, broken out by patron group and item type.   If you have deleted a patron group since the period for which this report was run, the patron group code will show as "deleted" and the patron group name will be "deleted patron group".   The item type is the item type that the item had at the time it circulated, which may be different from the item type that it has now.  The good thing about this is that you can see circulation for temporary item types, such as those related to reserves or new books.  The bad thing is that , depending on how your circ policy matrix is set up in Voyager System Administration, it is sometimes impossible to determine the item type, in which case the report shows it as "default".  
File name: circ_stat_6_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Circulation Stat 7: Charges by Circ Happening Location, Item Type and Item Location
This report was developed to give several views of reserves circulation, but it may be useful for other purposes as well.  Some libraries circulate reserves from a circ happening location that is used only for reserves.  Some libraries assign a distinctive item type to reserves.  Some libraries give their reserve items a distinctive location.  Whichever approach your library takes, you should be able to find your reserves in this report.  The circ happening location is the location in effect at the time of the charge, even if the item has since been moved to a different part of your library.  The item type is the item type that the item had at the time of the charge but, as with Circulation Stat 6, when the item type cannot be determined, it will show as "default".  The item location is the location that the item had (temp location, if there is one, otherwise the permanent location)  at the time the report is run.  Be aware that this may be different from the item location at the time of the charge.  If the item location is blank, the item has been deleted since the time the charge was done.
File name: circ_stat_7_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

Note: There are other alternatives for counting reserves circulation among the Shared SQL queries.  They assume that you will run reserves circ statistics before you remove items from reserve, but you may find that they give a better picture of your reserves usage.

2c. Universal Borrowing Circulation: Where the Item and Patron are from Different Libraries

UB Stat 1. Outgoing ILL
This report counts items loaned and subsequently charged to the requestor, by your library to each I-Share library, keeping walkup and remote charges separate.

UB Stat 2. Incoming ILL
This report counts items borrowed and subsequently charged by your patrons from each I-Share library, keeping walkup and remote charges separate.

Notes on UB Stats 1 and 2:

• UB Stats 1 and 2 are delivered to your ftp directory in a single file each month. File name: ubstat_1_and_2_xxx_ startyymon_endyymon.rpt
• CARLI staff accumulate a year's data for all libraries into a single table which is posted at http://www.carli.illinois.edu/I-Share/network.html.
• UB Stats 1 and 2 cannot be run in Access because they require that data from all of the I-Share databases be combined.

UB Stat 3. Borrowed Titles
This monthly report lists titles that your patrons have borrowed from other libraries. Fields in the report include: library borrowed from, date borrowed, UB patron group, call number, title, author, publisher, and pub. date. This report is in spreadsheet format.   There is no annual version of this report.  However, CARLI staff can run it for any period that you need.  File a work request to request this.
UB Stat 3 cannot be run in Access because they require that data from all of the I-Share databases be combined.
File name: ubstat_3_xxx_mmyy.rpt

UB Stat 4. UB Requests Placed and Filled
Section 4a of this report counts the number of incoming requests placed by your patrons and the number of outgoing requests for your items. It calculates the fill rate for outgoing requests (number of requests for your items that were filled divided by the number of requests for your items). In addition, it provides a lending rate (number of filled requests for your items divided by the number of filled requests placed by your patrons.  A value greater than 100 indicates a net lender). Thus, it gives libraries an idea of the resource sharing traffic in their library, rather than a count of items that are eventually charged as the numbers in UB Stats 1 & 2 represent.   Sections 4b and 4c attempt to break out UB activity by circ happening location.  
File name: ub_stat_4_xxx_startyymon_endyymon.rpt  where

xxx is the 3-letter database code
startyymon are the starting year and month
endyymon are the ending year and month

2d. Acquisitions & Serials

Acq Stat 1. Purchase Order Report
This report counts all P.O.'s by ledger, order location, P.O. type, and line item type. This report will be formatted as a list and deposited in each library's FTP directory. CARLI will run this report for all libraries on Aug. 1 and Jan. 1 every year.
File name: acq_stat_1_xxx_mmyy.rpt

Acq Stat 2. Expenditures Report
This report displays the fund hierarchy. For each fund, the fiscal period and ledger is given. For each fund, it shows whether it is a summary, allocated, or reporting fund. For each fund, the allocation, expenditures, commitments, and balance are given. These four values are in different columns depending on the type of the fund, so that you can do meaningful totals. This report works on fund hierarchies up to 7 levels deep, which is as deep as any I-Share library goes at the time of this writing. If you import this report into Excel, be sure to set the format of the DisplayName column to Text; do not let it default to General. Also, you may find it convenient to hide the columns named Level1 through Level7 since the DisplayName column has essentially the same information. CARLI will run this report for all libraries on Aug. 1 and Oct. 1 every year.
File name: acq_stat_2_xxx_mmyy.rpt

3. Tips on Using These Reports to Fill out Surveys from External Agencies

Many libraries provide annual statistics for external state and national agencies by filling out a standard form.  Some of the data requested in these forms can be derived from the Annual Statistics Package.  One thing that makes this confusing is that some agencies refer to their form by more than one name.  Another confusing factor is that several agencies use essentially the same form.  What follows are suggestions for using the Annual Statistics Package to fill out three of the common forms.

If you have been using data from some other source to fill out these forms, it is likely that the Annual Statistics Package will give you different numbers.  It is up to each library to decide how to handle this.  There is some benefit to getting your numbers from a consistent source from year to year because it is easier to see trends in the data, so you may want to continue to use numbers from the sources that you have used in the past.  But if you are not certain how the numbers have been collected in the past, you may want to switch to using the Annual Statistics Package so that your numbers will be consistent from this time on.  This is a local decision.

Some I-Share databases contain data for more than one reporting library.  For example, sometimes the law library reports to external agencies as a library separate from the main library, even though law and main share an I-Share database.  You can generally separate out the statistics for the two libraries by item location or circ happening location.

3a. Tips for the ILLINET Interlibrary Loan Traffic Form

Tips for using UB Stat 4 to fill out the  ILLINET Interlibrary Loan Traffic Form are at http://www.cyberdriveillinois.com/departments/library/who_we_are/pdfs/ill_loan_traffic_form.pdf

3b. Tips for the Form Used by

ACRL Academic Library Trends and Statistics Survey
ACRL Statistics Worksheet
ARL Statistics
LRC: Library Research Center at University of Illinois Graduate School of Library & Information Science

Line 1a, Volumes held
Use Collection Stat 1.  Total up the counts for print monographs.  Other material types are counted on lines 4-13 below.

Line 1bi, Volumes added - Gross
Use Collection Stat 3. Total up the counts for print monographs.  Other material types are counted on lines 4-13 below.

Line 1bii, Volumes withdrawn during the year

• If your library actually deletes items that are gone, refer to "Record Deletion in Your Voyager Database: New Approach for Library Statistics" at: http://www.carli.illinois.edu/mem-prod/I-Share/secure/cat/recdelete.html
• If your library uses Item Status to identify items that are gone, use Collection Stat 10.
• If your library assigns a distinctive item location or item type to items that are gone, use Collection Stat 5. You will have to subtract the numbers from last year's report from this year's report.

Line 2, Number of monographic items purchased
You might be able to use Collection Stat 3 for this.  Be aware that an item might be added to the catalog in a different fiscal year than it was paid for. 

Line 4, Total number of current serials
Libraries may need to gather information from a variety of sources, including reports from serials agents, electronic resource management systems or services (such as SFX or Serials Solutions), and custom Voyager Acquisitions module reports.

Line 6, Microform units
Line 8, Computer files
Line 10, Cartographic materials
Line 11, Graphic materials
Line 12, Audio materials
Line 13, Film and video materials
If your library uses a distinctive location or item type to identify these material types, use Collection Stat 5.  But if any of these types of materials do not circulate at your library, you may need to verify that there is truly is an item record in I-Share for each physical piece.

If your library uses a call number prefix to identify these material types, a custom query can be written to count these materials.  If you want CARLI staff to write it for you, please file a work request.

Lines 15 a-d, Total library materials expenditures
Acquisitions Stat 2 may be helpful, depending on your library's fund hierarchy.

Line 21, Computer files materials expenditures
Line 22, electronic serials expenditures
Line 25, Document delivery/ILL expenditures
Acquisitions Stat 2 may be helpful, depending on your library's fund hierarchy.

Line 32, Number of initial circulations
Circulation Stat 2 counts your total circulation, including reserves.  The method for distinguishing  your reserves circulation from your non-reserves circulation will be different for each I-Share library, but Circulation Stat 6 will get you there.  If reserves is a separate circ happening location at your library, total up the circulation at that location.  If you assign a distinctive item type to your reserves materials, total up the circulation for that item type.  Whichever number you use, subtract it from the number in Circulation Stat 2 and write that on line 32.

Line 33, Total circulations
Use Collection Stat 2, as described for line 32.

Line 34, Total number of filled requests provided to other libraries
Use UB Stat 4, Outgoing ILL, Requests for My Items, Filled.  If your library fills out multiple copies of the same report (for example, one for the main library and one for the law library) consider using the figures from Section 4c of the report, instead of 4a.  Since this report tracks only I-Share requests, you may need to manually add totals for requests send through other systems.

Line 35, Total number of filled requests received from other libraries of providers
Use UB Stat 4, Incoming ILL, Requests by My Patrons, Filled. If your library fills out multiple copies of the same report (for example, one for the main library and one for the law library) consider using the figures from Section 4b of the report, instead of 4a.  Since this report tracks only I-Share requests, you may need to manually add totals for requests send through other systems.

3c. Tips for the ARL Supplementary Statistics (as of 2008)

Please note that these questions are subject to change from year to year.
Line 1, Number of electronic books held
If your library distinguishes e-books by bib format and item location, use Collection Stat 1. If your library uses a distinctive MFHD location for electronic books, use Collection Stat 5. Some libraries find Collection Stat 1 and 5 problematic due to local cataloging practices or the presence of previously counted but uncataloged collections.

Line 2, Expenditures for electronic books
Acquisitions Stat 2 may be helpful, depending on your library's fund hierarchy.
Line 9b, Number of virtual visits to library's catalog
The data on Web Voyage usage needed to respond to this question is available on the CARLI web site at http://www.carli.illinois.edu/mem-prod/I-Share/opac/acrlstat_interp.html Note that there are no comparable usage statistics for VUFind at this time.
Line 9c, Excludes virtual visits from inside the library?
If you use the data from the CARLI web site, the answer to this question is NO.

3d. Tips for the Form Used by

ALS: Academic Libraries Survey
IES: Institute of Education Services, U.S. Department of Education
IPEDS: Integrated Postsecondary Education System
NCES: National Center for Education Statistics

Section 300, One time purchases
You may be able to glean some of these figures from Acquisitions Stat 2.  How much you have to massage the data depends on how well your fund structure maps to the form's requirements.

Section 400, Library collections
Use Collection Stat 3 to fill in column 1 (Added during the fiscal year) and use Collection Stat 5 to fill in column 2 (Held at end of fiscal year).

Line 500, ILLs provided, returnable
Use UB Stat 4, Outgoing ILL, Requests for My Items, Filled.   If your library fills out multiple copies of the same report (for example, one for the main library and one for the law library) consider using the figures from Section 4c of the report, instead of 4a.

Line 503, ILLs received, returnable
Use UB Stat 4, Incoming ILL Items Received.  If your library fills out multiple copies of the same report (for example, one for the main library and one for the law library) consider using the figures from Section 4b of the report, instead of 4a.

Line 507, General circulation transactions
Line 508, Reserve circulation transactions
Circulation Stat 2 counts your total circulation including reserves.  The method for distinguishing  your reserves circulation from your non-reserves circulation will be different for each I-Share library, but Circulation Stat 6 will get you there.  If reserves is a separate circ happening location at your library, total up the circulation at that location.  If you assign a distinctive item type to your reserves materials, total up the circulation for that item type.  Whichever number you use, write it on line 508.  Subtract it from the number in Circulation Stat 2 and write that on line 507.